File Sharing Problems

How to Display Selected Microsoft Forms Results on SharePoint

Tauseeq Magsi Sep 28, 2026 869 views

Question details

The user needs to present a filtered view of Microsoft Forms responses stored in Excel to SharePoint users, hiding specific fields, and generating new sequential identifiers for new requests.

How to Display Selected Microsoft Forms Results on SharePoint

Product: Microsoft Excel / SharePoint
Device & OS: not provided
Scenario: Sharing specific columns of a Microsoft Forms response spreadsheet on SharePoint without exposing sensitive background data.
Observed behavior: The user wants to show existing requests selectively and needs a reliable way to generate a new identifier from previous identifiers when new responses are submitted.

Before you start

Ensure you have edit access to the source Excel workbook containing the Microsoft Forms responses and permission to upload files to the target SharePoint Document Library.

Solution 1Recommended

Create a Linked Workbook for Approved Columns

Extract only the necessary fields into a new workbook and link them to the original Microsoft Forms response sheet so data updates securely and automatically.

To securely share Microsoft Forms response data on SharePoint without exposing hidden columns to users who download the file, the best practice is to extract the approved data into a separate, linked file.

Open the source workbook

Open the original Excel workbook containing all of your Microsoft Forms responses.

Create the destination workbook

Create a new, blank Excel workbook that will serve as the shared file on SharePoint.

Link the approved fields

In the new workbook, select the starting cell, type '=', and navigate to the source workbook to select the specific approved columns or cells, then press Enter.

Copy the formula

Drag the fill handle in the new workbook to copy the linked formula across the required rows and columns to display all existing requests.

Upload to SharePoint

Save this new workbook directly to your targeted SharePoint Document Library and share it with the intended users.

Automatic Updates Secured: Whenever a new Microsoft Forms response is submitted, the source workbook will update, and the linked SharePoint workbook will reflect these changes automatically without exposing sensitive source columns.

Solution 2

Automate Sequential Identifier Generation

Use Microsoft Power Automate or SharePoint lists to reliably generate new identifiers instead of relying solely on Excel formulas.

Free Microsoft Office alternative

Edit and Link Spreadsheets with WPS Office

While Microsoft Forms and Power Automate are specific to the Microsoft ecosystem, WPS Office provides a lightweight, free alternative for handling complex spreadsheet management. You can easily link workbooks, manage complex formulas, and format your files seamlessly before sharing.

1. Download WPS Office: Install WPS Office for free from the official website on your desktop or mobile device.
2. Open your Excel files: Launch WPS Spreadsheet and open your existing .xlsx form data files with zero formatting loss.
3. Edit and link data: Use the familiar formula bar and data tools to link workbooks and prepare your files for secure sharing.

100% compatible with Microsoft Excel (.xlsx) formatsLightweight application that opens large spreadsheets instantlyAdvanced formula support for linking multiple workbooks across sheetsFamiliar user interface with a seamless migration process

microsoft office alternative - wps office

Frequently Asked Questions

Can I hide columns in the original Excel file instead of creating a new workbook?

Yes, you can hide columns in Excel, but it is not secure for sharing on SharePoint. If a user downloads or syncs the file locally, they can simply unhide the columns and view the sensitive data. Creating a separate linked workbook ensures sensitive data is never transmitted to the end-users.

Why shouldn't I use Excel formulas to generate new identifiers for Forms responses?

When a new response is submitted, Microsoft Forms inserts a completely new row into the spreadsheet rather than filling empty cells. This row insertion pushes existing rows down and breaks standard sequential formulas (like `ROW() - 1`). Using Power Automate or a SharePoint List provides a much more stable identifier sequence.

Will the linked workbook on SharePoint update if the source file is closed?

Yes. If both files are stored in the cloud (such as SharePoint or OneDrive), the linked workbook will typically pull the latest data from the source file upon opening. Users may be prompted to click 'Enable Content' or 'Update Links' when opening the file to refresh the data.

Document & File Issues